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PCSAR Guiding Documents

Article 6 - Meetings

  1. Regular meeting of PCSAR shall be held every Tuesday of the year, unless otherwise ordered by the membership. Other trainings and meetings shall be noted on the team calendar in addition to notification of such meetings via email.

  2. A quorum shall consist of one quarter of the active team member roster.

  3. Only active team members may vote on team business.

  4. A ballot vote may be called for any adoption, appeal, or amendment of the Constitution, Bylaws, or Standing Orders.

  5. A vote by ballot may be called by any member of the Executive Board or upon the request of at least three (3) team members. If a ballot vote is requested, a member of the Executive Board shall provide and control a specified quantity of identifiable ballots which shall be distributed, one per voting member, and collected, with a verifying count such that exactly the number of ballots distributed are confirmed to have been collected. Two members of the Executive Committee, and one individual who is not a team member, trainee, or special resource of PCSAR shall together perform a count in duplicate and report the results to the Team.

  6. Meetings of the team shall be conducted by “Robert's Rules of Order Newly Revised 11th Edition.”

  7. The fiscal year shall run from January 1 to December 31.

  8. Regular Meetings, Special Meetings, and Committee Meetings of PCSAR may be held by electronic means (such as e-mail, chat room, or other Internet communication systems, texting, telephone conferences, video conferences, etc.) subject to the following.

    1. The technology used for the electronic meetings shall allow voting members full access to and full participation in all meeting transactions either continuously or intermittently throughout the specified time of the meeting.

    2. A majority of the voting team members shall have access to the appropriate electronic meeting media.The number of people responding to (ie. attending) any particular electronic meeting must meet or exceed the quorum as provided in Article 6.02, and these responders shall be assumed present until the meeting is adjourned.

    3. The affirmative vote of a majority of the quorum number shall be the numerical minimum vote requirement for the adoption of any motion during electronic meetings. A majority of the votes cast shall be necessary for the adoption of motions, as long as the number of affirmative votes is equal to, or greater than, the numerical value of more than half the quorum. Permissible methods of voting are by electronic roll call, audible roll call. The chair’s announcement of the voting result shall include the number of members voting on each side of the question and the number, if any, who explicitly respond to acknowledge their presence without casting a vote. Business may also be conducted by unanimous consent.

    4. Technical requirements and malfunctions. Each member is responsible for his or her audio and Internet connections; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented participation in the meeting.

    5. Forced disconnections. The chair may cause or direct the disconnection or muting of a member’s connection if it is causing undue interference with the meeting. The chair’s decision to do so, which is subject to an undebatable appeal that can be made by any member, shall be announced during the meeting and recorded in the minutes.

    6. Procedural rules related to the conduct of electronic meetings shall be established and promulgated by the Executive Board.

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